Contract Administrator

The Contracts Administrator is responsible for the review, drafting, negotiation support, and administration of all contracts. This role safeguards the company's interests by ensuring contract terms are accurately captured, risk is appropriately allocated, and obligations — including notice, insurance, bonding, lien, and billing requirements — are tracked and met throughout the project lifecycle. The Contracts Administrator works closely with the CFO, General Counsel, Estimating, and Project Management teams to standardize contract practices across all regions.

Essential Duties & Responsibilities

• Review, summarize, and abstract prime contracts, subcontracts, purchase orders, and change orders for key commercial and legal terms (scope, payment terms, retention, notice provisions, indemnification, insurance, bonding, lien rights, and dispute resolution).
• Draft, redline, and negotiate subcontract and vendor agreement language in coordination with General Counsel and the CFO, escalating material risk issues for review.
• Maintain a master contract log/tracker for all active and closed-out jobs, including key dates, deliverables, and compliance milestones.
• Coordinate with Project Managers to ensure contract requirements (schedule, insurance certificates, bonds, preliminary notices, lien releases, change order documentation) are satisfied and properly documented.
• Monitor and manage insurance certificate compliance for the company and its subcontractors/vendors, coordinating with the insurance broker as needed.
• Track bonding requirements and coordinate with the surety/bonding agent on bid, performance, and payment bonds.
• Prepare, track, and file preliminary notices, conditional/unconditional lien releases, and stop notices in accordance with state-specific mechanics lien requirements (CA, WA, AZ, NV).
• Assist with tracking and documenting change orders as needed, helping confirm proper approvals and supporting paperwork are in place before billing.
• Assist Project Managers and Accounting with contract-related questions affecting billing, retention release, and job closeout.
• Maintain organized, audit-ready contract files (digital and/or physical) for all active and completed projects.
• Identify recurring risk issues or unfavorable terms across contracts and recommend standardized contract language, templates, or negotiation positions.
• Support the CFO and General Counsel on special projects, including contract-related items for credit facility, surety, or lender due diligence.
• Stay current on relevant construction contract law, lien statutes, and industry contracting practices.

Qualifications

• Bachelor's degree in Construction Management, Business, Paralegal Studies, or a related field, or equivalent combination of education and experience.
• 3+ years of experience in contract administration, paralegal work, or project/commercial administration within construction, subcontracting, or manufacturing.
• Working knowledge of construction contract terms, subcontract structures, and mechanics lien/preliminary notice requirements, ideally across multiple states.
• Strong organizational skills with high attention to detail and the ability to manage a high volume of contracts and deadlines across multiple regions simultaneously.
• Clear written and verbal communication skills; comfortable interfacing with Project Managers, ownership, legal counsel, subcontractors, and general contractors.
• Proficiency with Microsoft Office (Excel, Word, Outlook); experience with contract management software or ERP/project management systems (e.g., Foundation, Procore, Textura) a plus.
• Ability to work independently, exercise sound judgment, and escalate issues appropriately.